Privacy policy

1. Data Controller

Billy AI is the data controller for the personal data we collect.

Contact Information:
Email: [email protected]

2. Information We Collect

We may collect and process the following categories of personal data:

a. Personal Identification Information:

• Name, email address, company name, job title
• Login credentials and account preferences
• Billing and payment information

b. Technical & Usage Data:

• IP address, browser type, device identifiers
• Date/time of visits, pages viewed, features used
• Log files, cookies, and analytics data

3. Legal Bases for Processing (under GDPR)

We only process your personal data when we have a legal basis to do so. These include:

• Consent (e.g., subscribing to newsletters or marketing communications)
• Contractual necessity (e.g., to deliver services you’ve signed up for)
• Legal obligation (e.g., for tax or regulatory compliance)
• Legitimate interests (e.g., improving our services, preventing fraud), unless those interests are overridden by your rights

4. How We Use Your Data

We use your data to:

• Provide, operate, and maintain our services
• Improve and personalize your experience
• Communicate with you (e.g., support requests, updates)
• Analyze platform usage and optimize performance
• Comply with legal obligations

5. Data Sharing and Disclosure

We do not sell your personal data. We may share it with:

• Service providers and subprocessors (e.g., hosting, analytics, email, CRM) under strict data processing agreements
• Regulatory bodies or authorities, when legally required
• Business partners, but only with your consent
• Successors in the event of a merger, acquisition, or asset sale, in compliance with GDPR

6. International Data Transfers

If we transfer your data outside the European Economic Area (EEA), we ensure adequate safeguards are in place, such as:

• Transfers to countries with an EU adequacy decision
• Standard Contractual Clauses (SCCs) approved by the European Commission
• Other legal mechanisms recognized by GDPR

7. Data Retention

We retain your personal data only as long as necessary to:

• Fulfill the purposes outlined in this policy
• Satisfy legal, accounting, or reporting obligations
• Resolve disputes and enforce our agreements

8. Your GDPR Rights

As an EU resident, you have the following rights:

• Access – You can request a copy of your personal data.
• Rectification – You can ask us to correct inaccurate or incomplete data.
• Erasure – You can request deletion of your data ("right to be forgotten").
• Restriction – You can request restricted processing in certain circumstances.
• Objection – You can object to processing based on legitimate interests or for direct marketing.
• Data Portability – You can request transfer of your data to another service provider.
• Withdraw Consent – You can withdraw consent at any time, where processing is based on consent.

9. Cookies and Tracking Technologies

We use cookies to understand how users interact with our site and services, and to enhance performance.

You can manage cookie preferences through our [cookie banner/settings] or in your browser.

For more details, please refer to our separate Cookie Policy.

10. Security of Your Data

We implement appropriate technical and organizational measures to protect your data, including:

• Encryption in transit and at rest
• Access controls and authentication
• Regular vulnerability assessments

11. Third-Party Services

Our site may link to or integrate with third-party platforms (e.g., Stripe, Axepta, Google Analytics). Their privacy practices are governed by their own policies.

12. Children’s Privacy

Our services are not intended for children under 13. We do not knowingly collect data from minors. If you believe we have collected such data, contact us immediately.

13. Changes to This Policy

We may update this Privacy Policy occasionally. We’ll notify you of significant changes via email or on our website. Your continued use of our services after changes take effect indicates your acceptance.

14. Contact Us

If you have questions or concerns about this Privacy Policy or your personal data:

You also have the right to lodge a complaint with your local Data Protection Authority (DPA).